Job overview
****** THIS POSITION IS ONLY OPEN TO CURRENT UNIVERSITY HOSPITALS NHS FOUNDATION TRUST EMPLOYEES ******
If you have highly effective secretarial and organisational skills there is an opportunity to join the Paediatrics Admin Team as a Support Secretary supporting the Speciality Co-ordinators and the rest of the Team.
Main duties of the job
We are looking for an individual who has the ability to communicate effectively with colleagues, patients and medical staff.
Previous secretarial/administration experience and excellent typing skills are essential. Knowledge of medical terminology is desirable but not essential.
Our ideal candidate will be flexible and adaptable and willing to work as part of our busy but supportive team.
If you think you have the qualities to fill this post then we would like to hear from you.
Training and support will be given to the successful candidate.
Working for our organisation
At UHSussex, diversity is our strength, and we want you to feel included to help us always deliver Excellent Care Everywhere, as shown in our Outstanding for Caring CQC rating. Your uniqueness and experiences will be part of our creative and innovative community where everyone is encouraged to succeed. We have a range of staff networks to help break down barriers, and can offer a buddy to help new members settle in. We’re proud to be a Disability Confident Employer (Level 3) and a Veteran Aware Trust.
Candidate Pack
Detailed job description and main responsibilities
Please note: This role does not meet the minimum criteria for visa sponsorship under the current UK immigration rules, which set specific salary and skill thresholds. As such, we are unable to provide sponsorship for this post. Applicants will therefore need to already have the right to work in the UK to be considered. We include this information at the outset to provide clarity and avoid unnecessary inconvenience for applicants.
If you do not meet the sponsorship requirements, and you are applying using a Graduate visa as your right to work, you must have a minimum of 18 months remaining on your visa at time of application.
• Typing of clinic letters as appropriate within the specialty and other correspondence from digital audio dictation using Word.
• Prioritising work according to changing demands.
• Presenting pathology, laboratory and X-ray reports to Consultants or Clinical Team.
• To ensure that filing/scanning is carried out on a regular basis onto the patient electronic notes system.
• To use and obtain information from the Patient Administration System.
• To maintain good communication with the Consultants, their supporting staff and other staff within the department, as well as patients and members of the public.
• Dealing with telephone enquiries from patients, relatives, GP’s and other departments within the Trust and other hospitals.
• To liaise with internal and external professionals and departments and the general public as and when required, in a friendly, professional and courteous manner.
• To liaise with other secretarial staff, particularly within the same directorate, and to ensure that cover arrangements are facilitated by working as a team member.
• To deal with general enquiries in an appropriate and sensitive manner as efficiently as possible either in person, over the telephone or in writing from staff, patients and the general public.
• Providing cover for annual leave and sickness, as required within the Division and as directed by the Lead Speciality Co-ordinator.
• Using systems on a daily basis, including digital audio typing, Patient Administration System, Electronic Patient Records and Microsoft Office on a daily basis.
Person specification
Qualifications
Essential criteria
1. GCSE or equivalent in English and Maths
Desirable criteria
2. RSA II Typing or equivalent
3. RSA III Typing or equivalent
Skills
Essential criteria
4. Accurate audio typing
5. Good numeracy and literacy skills
6. Effective and accurate keyboard skills
7. Good knowledge of Microsoft Office
8. Office experience
9. Excellent communication skills
10. Evidence of having undertaken own development to improve understanding of equalities issues
Desirable criteria
11. Previous secretarial/administrative experience in acute hospital or healthcare setting
12. Understanding/experience of medical terminology
13. Understanding of hospital environment
People Management and Development
Essential criteria
14. Ability to develop and maintain supportive relationships within the team
15. Flexibility and adaptability to changing situations
16. Ability to deal with challenging situations with empathy, tact and diplomacy
Desirable criteria
17. Previous experience of working as part of a team
Specific Requirements
Essential criteria
18. Proven organisational skills
19. Ability to prioritise workload and work to deadlines
20. Ability to multi-task
21. Ability to maintain patient confidentiality
Desirable criteria
22. Maintain a tidy work area
23. Experience of working with IT systems
Freedom to Act
Essential criteria
24. Ability to use own initiative
25. Ability to problem solve and adapt to changing situations
26. Ability to reflect on own work, accept and manage change
Equality, Diversity and Inclusion
Essential criteria
27. Evidence of having championed diversity in previous roles (as appropriate to role).
28. Evidence of having undertaken own development to improve understanding of equalities issues
Important information for applicants:
A Note on AI Use in Applications
We value the individuality and authenticity that each candidate brings to the application process. While AI tools are increasingly accessible, we strongly discourage their use in completing your application. Your responses should reflect your own voice, experiences, and motivations—elements that are essential to a fair and accurate evaluation.
Applications that rely heavily on AI-generated content may misrepresent your abilities and could result in your application being rejected. We encourage you to take the time to present your genuine self, as this helps us better understand your potential and ensures a transparent selection process.
Closing Adverts Early: In the event of exceptional interest, we may close adverts earlier than specified.
Some of our adverts are capped for a limited number of applications; therefore, the advert will close once the cap has been reached. We therefore encourage you to submit your application as soon as possible if you are interested in the position to prevent you from missing out on applying for the opportunity.
Flexible Working: If you would like to explore potential options regarding flexible working please speak with the appropriate recruiting/line manager.
DBS Checks: As part of our commitment to a safe working environment, we undertake a Disclosure and Barring Service check on all new employees where the role is eligible for a criminal record check. We make offers in line with the Rehabilitation of Offenders Act 1975.
Skilled Worker Visa: Applications for Skilled Worker sponsorship are welcome for the roles that meet the Visa and Immigrations eligibility criteria. For further information please visit the gov.uk website searching for Skilled Worker. It is your responsibility as the applicant to ensure that you meet this criteria.
UHSussex reserves the right to close the role early if we receive a high volume of applications